Senior Program Assistant, EDF+Business

With world attention on both the environment and the economy, Environmental Defense Fund (EDF) is where policymakers and business leaders turn for win-win solutions. By focusing on strong science, uncommon partnerships and market-based approaches, we tackle urgent threats with practical solutions. We are one of the world’s largest environmental organizations, with more than two million members and a staff of approximately 630 scientists, economists, policy experts, and other professionals around the world. We operate in 22 geographies with unique projects running across four programs. You will be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and results are a way of life.

PROGRAM ASSISTANT, EDF+BUSINESS

BOSTON, MA

With world attention focused on both the environment and the economy, Environmental Defense Fund (EDF) is where policymakers and business leaders turn for win-win solutions. This leading green group, with programs from Boston to Beijing, has tripled in size over the past decade by focusing on strong science, uncommon partnerships and market-based approaches. You can be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and a focus on results are a way of life.

About EDF+Business: we are a cross-cutting program within EDF that engages the business community on driving large-scale environmental change. We believe companies, communities and the environment can thrive in unison - and we’re making it happen by leveraging the power of the marketplace. For 25 years, we’ve combined cutting-edge science, economic expertise and unexpected partnerships to help high-impact companies - including Walmart, KKR and FedEx - transform business as usual in their products, operations, supply chains and advocacy.

Our world needs healthy environments and healthy businesses to truly thrive - EDF+Business is forging solutions that benefit both. For more information on our work, visit www.business.edf.org.

Overall Function

We are looking for our next superstar Program Assistant to provide top-notch administrative support to the EDF+Business staff based primarily in our Boston and New York offices. This Program Assistant will provide heavy calendar and travel support for 4 senior staff, as well as lighter touch support another 4-5 staff members. Additional responsibilities may include event planning, monthly financial/expense reporting and contract management and invoice processing. The ideal candidate will have a passion for creating and maintaining an orderly, thriving workplace. Will be detail-oriented, a fast-learner who is thorough in her/his approach and willing to go the extra mile to complete tasks. A team player who can work independently, anticipate issues before they arise, and exudes integrity and trustworthiness so s/he can become a trusted partner to our most senior leadership.

We’re looking for an individual with a proven track-record of providing high quality administrative support and who wants to grow their career on an administrative track. An individual who is resourceful, solutions-oriented, and flexible enough to adapt to an ever-evolving work environment.

Key Responsibilities

The Program Assistant will:

·Provide high level administrative support to a Senior Director of EDF+Business, Director of Operations for EDF+Business, Senior Manager of EDF+Business, and AVP of Strategic Marketing Initiatives, as well as lighter touch support for EDF+Business Boston and NY based staff, approximately 4-5 people.

·Heavy calendar support including scheduling meetings, appointments, conference calls and video conferences for both internal staff meetings and high-profile external stakeholder meetings.

·Act as EDF+Business point person for meetings, activites and events happening in the Boston office.

·Process monthly expense reports and AmEx statements for multiple staff.

·Plan complex domestic and international travel arrangements and prepare detailed itineraries as requested.

·Track monthly expenses for designated projects and/or grants within the EDF+Business program and assist with monthly forecasting of future expenses. 

·Coordinate planning and logistics for large scale meetings, conferences or events, and follow through on execution of successful events.

·Maintain files, update contact information in online databases, including Salesforce.com.

·Assist with special projects and requests, this could include researching industry trends and leaders, monitoring news media for topics of interest, promoting our program work internally through team announcements, monthly meetings or insider stories (EDF’s intranet), or tracking our board and donor communications.

·Backup other EDF+Business program assistants as needed.

Qualifications

The Program Assistant should have a proven track record of being highly organized, responsible and results-focused. S/he should be a detail-oriented self-starter who is a strong team player and can also work well with limited supervision. The qualifications for this position include but are not limited to:

  • 3+ years of relevant administrative office experience in a business or non-profit setting.  
  • Excellent communication skills including the ability to communicate obstacles, challenges and ask clarifying questions; strong writing, proofreading and clerical skills.
  • Ability to prioritize tasks and activities from several professionals often in a high-pressure environment.
  • Ability to exercise discretion and good judgement as some tasks may involve confidential information.
  • Ability to support a team of people who regularly travel and are often out of the office.
  • Ability to oversee details of complex projects with a high level of accuracy and extreme attention to detail.  
  • Ability to anticipate challenges before they arise and proactively address issues so situations do not escalate.
  • Ability to juggle multiple tasks in a high-pressure environment, and organize information in a thoughtful manner.
  • Proficiency in Microsoft Outlook, PowerPoint, Excel and Google Docs/Sheets.
  • Experience using Concur, Salesforce.com and Adobe a plus.

    Department/ Location

This position will be located in EDF’s Boston, MA office.

Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.

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